Grant Agreement Preparation Overview

Transcription

1 Grant Agreement Preparation Overview Lionel Boillot Call Coordinator

2 Time-bound process Call deadline Invitation to grant preparation Grant signature submission Proposal Evaluation Grant Agreement Preparation Prefinancing 8 months max. Accession GA Fully electronic process - Harmonized rules - Uniform interpretation - Standard processes A time-bound process - Deadlines for submission are firm - GA must be countersigned by FCH2 JU on 20/12/2017 latest

3 No-negotiation Your proposal is taken "as is" The Grant Agreement (GA) is prepared on the basis of the proposal selected for funding Proposals are evaluated on their merit and not on their potential BUT this does not mean "no change at all" Changes to meet legal and/or financial requirements (additional instructions) Changes that are necessary: Requirements resulting from ethics review Due to removal of a participant (if agreed) Correction of clerical errors and obvious inconsistencies Recommendations in Evaluation Summary Report

4 Electronic-only grant management E-only: paper-free process endorsed by e-signature Based on "Chain of trust" enabling e-signature Identity and Access Management (IAM) Roles enabling e-signature

5 Electronic-only grant management Declaration of honour the coordinator and each beneficiary, signed by the LSIGN 23/10/2017 The Grant Agreement - first the coordinator, by the LSIGN - second the FCH JU Accession Forms 20/12/2017 each beneficiary - by the LSIGN

6 IT system suite for grant management

7 IT system suite for grant management

8 IT system suite for grant management

9 IT system suite for grant management

10 Participant Portal (PP) Paperless Grant Management Everyone can access documents from anywhere, and it: Saves time Saves paper Is more secured

11 Paperless Grant Management - Principles Participant Portal as single gateway for all exchanges Single sign-on: One user name and password (EU Login) gives access to all functions Personalised web space after login: you see all your assets related to your proposals, grants, expert account Transparency: Everybody having a role on a project sees the full archive of all exchanges and documents Flexible management of roles and access rights: most roles to be assigned/revoked by the Consortium itself Digital sealing of documents; digital signatures replacing paper signatures 11

12 Public access EU Login or registration 12

13 Personalised access to the IT tools Personalised access to the user account 13

14 Personalised services Users have access to a personalised space: Each user is supposed to have a unique EU Login account, which is the unique identifier for persons (linked to their professional address). Each EU Login account is linked to one (or more) PIC(s), the unique identifier of the organisation. EU Login account is linked to all roles that the user has in projects and/or organisations. One user can have as many roles as necessary. PCoCo CoCo PaCo TaMa TeMe LEAR AccAd LSIGN FSIGN 14

15 Roles - Nomenclature Organisation roles Project roles PCoCo Primary Coordinator Contact LEAR AccAd Legal Entity Appointed Representative Account Administrator LSIGN FSIGN Legal Signatory Financial Signatory CoCo PaCo TaMa Coordinator Contact Participant Contact Task Manager TeMe Team Member 15

16 Roles (defining specific access rights) Coordinator Contact (CoCo); Project Legal Signatory (PLSIGN) ; Project Financial Signatory (PFSIGN) Participant Contact (PaCo) Task manager (TaMa) Team Member (TeMe) Legal Entity Appointed Representative (LEAR) Account Administrator (AcAd) Legal Signatory (LSIGN) ; Financial Signatory (FSIGN) 16

17 How to acquire roles/access? Access rights are managed by the organisations and consortia themselves two exceptions! Self-registrant: the person who registers the PIC LEAR: paper process, by the legal representative of the organisation, approval by COM Account Administrator: by LEAR LSIGN, FSIGN: by LEAR/Account Administrator Primary CoCo: from proposal, change via project officer CoCo: from proposal or by another CoCo Participant Contact, Team Member: from proposal or by CoCo, other PaCo Task Manager: by CoCo or PaCo PLSIGN, PFSIGN: chosen from list of LSIGNs and FSIGNs by CoCo or PaCo 17

18 Roles for Organisations Functions for LEARs: View or modify your organisation's data. View all roles linked to the PIC. View list of proposals or projects. Functions for self-registrants (before LEAR validation): View or modify your organisation's data. NAME VAT no.

19 Organisation roles can be granted/revoked in the "My Organisations" section, through the blue "OR (Organisation Roles)" icon 19

20 NAME Edit roles: Add roles or revoke existing rights by identifying the /name of a person. List of names and s of contacts linked to the PIC number of the organisation.

21 Project roles can be granted/revoked in the "My Projects" section, through the orange "PC (Project Consortium)" icon 21

22 Edit roles - if you are Primary Coordinator Contact, Coordinator Contact or Participant Contact View the organisation's basic details and list of project roles 22

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26 Assign/revoke access

27 The nomination process for LEARs documents LEAR appointment letter: ual/lev/h2020-lear-applet_en.doc LEAR role and tasks: ual/lev/h2020-lear-roltas_en.doc Terms and conditions of use of the electronic exchange system: ual/lev/h2020-lev-terms-of-use_en.pdf Declaration of consent to the terms and conditions of use: ual/lev/h2020-lev-declaration-consent_en.doc 27

28 Who is my LEAR in 4 steps? 1. Participant Portal 2. Beneficiary register 3. Search for your organisation 4. Use "Contact LEAR" function

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35 Terms of use

36 Documentation and guidance - Online manual, sections on roles, grant signature and LEAR appointment - Terms and conditions of use - Video on e-signature - Video on LEAR appointment

37 Find guidance, process by process (drill-down approach) 37

38 Find more help about the related IT tool

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40 Some metrics (as of Sept. 2016) Overall - More than e-signatures collected - More than electronic documents stored in e-repository Grant Preparation (GAP) - More than grant agreements e-signed - Other GAs are under preparation Consortium initiated amendments amendments signed and in force - Other 420+ is under preparation - More than 100 with on-going EC assessment Reporting payments - More than 8,000 deliverables submitted reports are under preparation - Another 265 are submitted un assessment - And reports have already been processed with payment

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